Requesting Access (Cleared or Uncleared) for a Visitor

An incoming unclassified visit request is necessary when an individual requires physical access to Sandia-controlled premises where badging is required (i.e., all but “Public” General Access Areas [GAAs]) for mission-related work or legitimate non-business activity of an unclassified nature (e.g., retirement or anniversary events). The visit may be hosted by any cleared or uncleared Member of the Workforce who is responsible for requesting the visit via the online Incoming Visits System. This system serves to verify the visitor’s identity and authorize a visitor badge.

The Sandia host of an unclassified visit must:

• Ensure that each visitor has an active relationship in Enterprise Person (EP).
• Initiate a visit request at least five (5) working days in advance of the first date of the visit, using the Incoming Visits System (accessible independently or via EP).
• Unclassified visits are not approved for yearlong requests, except for special circumstances.  Unclassified visit requests should only be submitted for the length of the current visit, not for convenience.

An incoming classified visit request is necessary when an individual requires physical access physical access to Sandia-controlled premises for official business of a classified nature. The visit must be hosted by a Sandia employee who is responsible for requesting the visit via the online Incoming Visits System. This system serves to verify the visitor’s clearance and authorize a visitor badge.

The Sandia host of a classified visit must:

• Determine the information category (Restricted Data [RD], Formerly Restricted Data [FRD], or National Security Information [NSI]) and highest classification level (Top Secret, Secret, or Confidential) necessary for the visit. Contact the Classification Office for guidance, as necessary.
• Ensure that each visitor has an active relationship in Enterprise Person (EP) with the SNL organization requesting the visit.
• Initiate a visit request at least five (5) working days in advance of the first date of the visit, using the Incoming Visits System (accessible independently or via EP).
• Ensure that each visitor’s clearance information is provided as follows:  

For Visits Requiring Access to RD

• The host must ensure that the visitor’s security office has completed DOE F 473.6, Request for Visit or Access Approval. (See additional information in “Visitors With Active DoD Clearances” below.)
• For access to RD, “CNWDI” must be reflected with the brief date
• For non-SIGMA access, the form must be submitted to the SNL Badge Office by email to incoming@sandia.gov or faxed to (505) 284-8812.
• For SIGMA (i.e., 14, 15, 18, 20) access, the form must be faxed to DOE/HQ at (202) 586-7060.
• NRC and NASA visitors may submit NRC Form 277 or NASA Form 405, respectively, for SIGMA 18 only requests.

Note: Cleared personnel within the Nuclear Security Enterprise (NSE) do not require DOE/HQ approval for access to SIGMA. Such access should be coordinated through the appropriate programmatic office.

• The Access to Weapon Display Area Procedure provides information on accessing vaults. Access is granted only for actual visit dates.

For Visits Requiring Access to Non-SIGMA FRD or NSI, respectively

The host must ensure that either DOE F 473.6, Request for Visit or Access Approval , or a formal request on official agency/company letterhead, containing the required information specified in the Visitor Clearance Submission Guidelines, and submitted to the SNL Badge Office by email to incoming@sandia.gov or faxed to (505) 284-8812. (See additional information in “Visitors with Active DoD Clearances” below.)

Visitors with Active DoD Clearances

For visitors who hold an active Department of Defense (DoD) clearance that can be verified in the Defense Information Security System (DISS), their security office may submit a visit notification to SNL directly through DISS (use SMO code 14213 for all SNL locations) in lieu of DOE F 473.6. Use of DISS is allowed with the following conditions:

• For access to RD, “CNWDI” must be reflected in DISS.
• SIGMA access for non-NSE personnel must still be approved by DOE/HQ via DOE F 473.6.
• DISS request must include the date(s) of visit, technical POC (i.e., the SNL visit host), and purpose.
• Interim DoD clearances are not accepted.

A series of system-generated emails are issued advising the visit host of status. Upon approval, the host will be notified that a visitor badge is authorized and available for pick-up at the Badge Office. The visitor must provide a federally approved photo ID.

Note: See additional information below regarding the identity verification process in the section of this article titled, “Identification Required for Badging at Sandia”.

Identification Required for Badging at Sandia

To acquire a badge, only one ID is required, which may consist of any ID accepted by the Transportation Security Administration (TSA).

The Sandia Badge Office will not accept documents that are:

• Temporary
• Digital
• Photo copies
• Marked “Void”
• Marked “Not for federal purposes” or “Federal limits apply.”

Failure to satisfy these requirements will result in denial of access to Sandia-controlled premises where badging is required (i.e., all but “Public” General Access Areas [GAAs]).

Required action on the part of the requestor to cancel or make changes to a visit request depends upon the STATUS of the request, as follows:

UNSUBMITTED – Requestor can make the changes himself/herself within the Incoming Visits System and submit or cancel the request.

SUBMITTED – Requestor must notify the following, as appropriate, to specify changes or request cancellation. The Badge Office staff will take action.

• SNL/NM and remote sites: incoming@sandia.gov
• SNL/CA: cabadges@sandia.gov, or phone 925-294-1358

ACCEPTED  – Requestor must notify the following, as appropriate, to specify changes or request cancellation. The Badge Office staff will take action.

• SNL/NM and remote sites: incoming@sandia.gov
• SNL/CA: cabadges@sandia.gov, or phone 925-294-1358

APPROVED  – Requestor must notify the following, as appropriate. In all cases, the original request will be cancelled. If applicable, an entirely new request must be submitted.

• SNL/NM and remote sites: incoming@sandia.gov
• SNL/CA: cabadges@sandia.gov, or phone 925-294-1358

Visitor’s Citizenship

The visit host is responsible for ensuring the visitor’s citizenship is accurately reflected in EP.

Access to SNL/NM on Kirtland Air Force Base (KAFB)

KAFB requires all personnel who need unescorted access onto KAFB to comply with the requirements of the Defense Biometric Identification System (DBIDS). Please reference Defense Biometric Identification System (DBIDS) at Kirtland Air Force Base in this toolcart below for more information.

Escorting

Uncleared visitors must be escorted at all times within a Limited Area. 

Visit Duration

An unclassified/classified visit cannot exceed 1 year. As necessary, visit approvals must be renewed at least every 12 months. Unclassified visits are not approved for yearlong requests, except for special circumstances.  Unclassified visit requests should only be submitted for the length of the current visit, not for convenience.

Returning Badges

At the conclusion of a visit, the visit host or sponsor is responsible for ensuring that their visitors surrender badges and that the badges are returned to the appropriate Badge Office.

Classified Matter Brought Onsite

If your visitor needs to bring classified matter onsite, you will need to provide storage for the matter. Work with your classified administrative specialist (CAS) to determine storage requirements. If a classified computer will be brought onto Sandia-controlled premises, consult Cyber Security.

Contact Information

Security Connection: (505)845-1321

Email: incoming@sandia.gov